Shahina Qutbuddin

1) Provide office support services like photocopying, scanning, faxing, mailing in order to ensure efficiency and effectiveness within the office
2) Receive, direct and relay telephone messages.
3) Receive clients and visitors and respond to their inquiries related to Leasing of Stores in the Avenue Mall related to pricing structure, availability of the units, placement fee calculations, submittals of Registration applications and/or direct them to the appropriate staff
4) Collect and maintain hard copy and electronic filing of tenants documentation.
5) Research the existing brands in malls in & outside Kuwait to list Potential brand mix for the mall.
6) Assist in the planning and preparation of meetings, conferences and conference calls
7) Prepare and type confidential correspondence like letters, memos, reports and materials for presentations independently or based on brief notes.
8) Maintain the Directors calendar and setup his travel arrangements.

1) Prepare and format policies and procedures for the company with data collection from the internet.
2) Prepare process flowcharts for the policies and procedures using Microsoft Visio.
3) Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and maintain hard copy and electronic filing system.
4) Maintain an adequate inventory of office supplies
5) Create, transcribe and distribute meeting agendas and minutes
6) Arrange for UPS/Fed Ex/Airborne packages.

1) Dealing with general correspondence documents and e-mails for the Vice President.
2) Coordinating between different Operational Managers and the Vice President.
3) Maintaining the condition of stationary and other office equipments.
4) Arranging appointments and meetings for the Vice President.
5) Maintaining filing and updating records with time to time changes.
6) Preparing Agendas and Minutes for local and foreign Meetings
7) Preparing Purchase Requisitions for the Marketing Department also.
8) Updating Budget Sheets with monthly Profit and Loss statements.

1) Preparing general correspondence documents and e-mails etc.
2) Coordinating between different departments about status of orders and delivery etc.
3) Maintaining the condition of stationary and other office equipments.
4) Answering telephones and directing them to the respective person.
5) Maintain a database to organize the filing structure.
6) Making requests for quotations from manufacturers and suppliers through e-mails and fax.
7) Preparing Purchase Requisitions once the purchase orders from the customers are received through company software.
8) Preparing Original Invoices as per contract specifications.
9) Distribution of Purchase Orders to specific departments - Admin. Dept., Sales Dept., Support & maintenance dept., client managers etc.

1) Management of all day-to-day activities with excessive work pressure.
2) Answering telephones and directing them to the respective person.
3) Managing schedules and appointments of Department Manager.
4) Maintain a database having information of Pending Delivery dates with respect to suppliers and customers and inform the responsible person to deliver the items on time.
5) Maintain a database to organize the filing structure.
6) Making requests for quotations from manufacturers and suppliers through e-mails and fax.
7) Making price analysis of items (including profit margin and other expenses like bank charges, freight charges etc.) after receiving quotes from suppliers.
8) Preparation of Tenders and Quotations for Ministry of Health, Kuwait Oil Co., Kuwait University and many private companies and submission before due dates.
9) Preparation of Drawings and Plans using computer softwares for different clinics under contract.
10) Receiving calls and gathering data for maintenance and services of equipments of hospitals and clinics and coordinating between the engineers and technicians responsible for the particular areas.
11) Handling different Petty-Cash accounts.
12) Maintaining the condition of stationary and other office equipments.

1) Answer multi-line phones; respond to inquiries or transfer call to appropriate staff; make preliminary appointments for schedule.
2) Greet and screen guests; answer walk-in inquiries or refer guest to appropriate people.
3) Manage internal office operations including facilities, telephone administration and customer support; prioritize multiple deadlines and multi-task at a rapid pace.
4) Generate proposals, contracts, invoices, delivery vouchers and purchase orders.
5) Receive, open, sort, date, and distribute mail to correct staff person.
6) Maintain a neat and clean office environment.
7) Assist staff by performing a variety of clerical duties including: typing, copying, running errands, sorting, filing, and collating.
8) Perform word processing and typing for forms and reports; proofreads for grammar/spelling.
9) Maintain inventory of office supplies; alert supervisor when reorder needed.
10) Process travel requests and other documents.
11) Monitor condition of office equipment; alert supervisor of problems.
12) Create presentations using computer softwares.

1) Office Administration
2) Computer operation
3) files and documents management
4) Data Entry
5) communications
6) Managing the petty Cash
7) Telephone Operator
8) Receptionist